Sugar Grove Public Library Board of Trustees
Minutes of June 27, 2013 Board Meeting
Held at 125 Municipal Drive, Sugar Grove, Illinois
President Dan Herkes called the meeting to order at 6:01 p.m.
INTRODUCTION OF TRUSTEES AND OTHERS PRESENT
Present: Dan Herkes, President; Louise Coffman, Treasurer; Robert Bergman, Trustee; Carol Dolin, Director; Bill Durrenberger, Trustee; Ed DeBartolo, Secretary; and Anthony Oliver, Vice President.
Absent: Art Morrical.
Julie Wilson welcomed and congratulated the new trustees on their election and requested that the Pledge of Allegiance be recited at Board Meetings.
ADOPTION OF THE AGENDA
Motion: To adopt the June 27, 2013 Regular Board Meeting Agenda as proposed. Motion by Herkes. Second by Coffman. Voice Vote: Motion carried.
APPROVAL OF THE MINUTES OF MAY 23, 2013 REGULAR BOARD MEETING
Coffman proposed an amendment to add her to the list of trustees representing the Library at the Corn Boil.
Motion: To approve the minutes of the May 23, 2013 Regular Board Meeting as amended. Motion by Herkes. Second by Durrenberger. Roll Call Vote: Herkes – yes, Coffman – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.
Dolin reported on correspondence received since the previous meeting. Both the FY 2012 and FY 2013 Per Capita Grants arrived in FY 2013. The FY 2013 funds can be expended in FY 2014 if the Board determines that is the best course of action.
REVIEW OF FINANCIAL REPORTS
Treasurer Coffman reported that the library will be changing to QuickBooks for FY 2013-2014. At 91.1% through the year, 102% of revenues are in not including the Per Capita Grant funding. We received some small donations for summer reading. Expenditures are at 93.96% of budget. The first bond payment was made for for FY 2014.
APPROVAL OF MAY 2013 CHECK REGISTER
Motion: To approve the May 2013 check register. Motion by Herkes. Second by Oliver.
DeBartolo asked why checks are not in numerical order. The occurrences are near the beginning and end of the month. It appears to be a function of the parameters of the check register report. Dolin and Coffman will investigate and report at the next board meeting.
Oliver requested two signers and approval by the board prior to checks being signed. The Board will consider revising the purchasing policy at the July Board meeting.
Dolin prepared a written report with statistics, charts, and graphs for the Board Packet. Significant milestones include library card registration of 51.1% up from 47% at the beginning of FY 2013 and circulation of 100,000+ items, up from 84,841 the previous year. Children’s materials comprise 50.1% of overall circulation, Adult materials are 47.8%, and Teen is 3.1%. The Library has invested a great deal of staff time and funds to the Teen audience over the past year. We are re-evaluating our strategies for the coming year. Herkes and Dolin continue to investigate relamping of the public areas.
BOARD REPRESENTATIVE REPORTS
Oliver reported on the status of the Circulation counter. An estimate of cost will be included in the July Board Meeting Packet. Herkes discussed disseminating information to the public ensuring that the information shared by trustees is accurate. Public relations and marketing will be a focus in the coming year.
Ed DeBartolo asked about the possibility of mailing quarterly newsletters to district residents. Dolin explained that such a mailing would be very expensive and not a sufficiently high priority to justify the substantial expenditure of funds which would be required.
Motion: To do the Environmental Scan to satisfy the Per Capita Grant and then form a community group to engage the public on the Library’s behalf. Motion by Oliver. Second by Herkes. Roll Call Vote: Herkes – yes, Coffman – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.
Dolin will organize a July Special Board Meeting to do the Environmental Scan and a SWOT analysis. Community leadership and the public will be invited to participate in similar discussions in the coming months.
Review of Chapter 10 of Serving Our Public
Dolin reviewed the key points in Chapter 10 of Serving our Public 2.0, Marketing, Promotion, and Collaboration.
Standards met in the past year: 2) The Library participated in three or more cooperative activities with other community organizations; 3) The Library’s services and programs are promoted in the community using three or more publicity methods; 4) The Library specifically invites local, state and federal representatives to visit the library; 5) The Library’s website is updated at least monthly; 10) The Library develops strategies to reach those groups that do not use the Library; 12) When reviewing library policies, the board evaluates how the policies affect persons within the jurisdictional population.
Standards partially met in the past year:
Library tours were offered to the public and trustees – tours were offered, but not all trustees have participated. More tours could be scheduled for the public.
The Library’s Board, administration, and appropriate staff visit other libraries at least once a year – several trustees and staff visited numerous libraries over the past year. This will continue and expand in the coming year.
A limited amount of funds were devoted to marketing, promotion, and collaboration over the past year. This will continue to be a constraint in the coming year.
Goals for FY 2013-14
- Continue efforts to create a positive, engaging library experience.
- Staff meetings and written communications will help to orient managers and staff to the expected standards of customer service
- Front line staff will receive training on customer service, telephone system, the library catalog, and new patron interface.
- Staff time and skills will continue to shift to focus on activities to enhance the patron experience both remotely and within the library
- The Library will continue to improve marketing and promotion efforts
- Additional staff time will be devoted to creating clear, consistent, timely, and professional quality messaging.
- Statistical reporting will continue to evolve to enhance our messaging.
- Low and no cost distribution methods will be used to disseminate these messages over the coming year.
- Trustees will visit other libraries in the coming months.
Open Meetings Act Trustee Training
DeBartolo and Coffman will need to take the training and submit the certificate of completion.
Library Tours for Trustees
Dolin and Coffman toured the Library facility after the last Board meeting. This is an open invitation to any Trustee wishing a tour.
50th Anniversary Celebration
Several activities are planned for the week of July 21. AC Rock will perform on Sunday. Hotdogs, brats and pulled pork will be served off a cart. Java Plus will provide beverages. Photos and albums will be on display. The Friends will raffle a gift basket and also host a 50-50 raffle.
Herkes updated the Board on the status of the cappuccino machine. Herkes and Morkert from JavaPlus went into Chicago to look at potential machines. Herkes recommendation is to purchase a good used machine with a reverse osmosis system for a cost between $2500 and $2700. Morkert indicated he might be able to pay a higher lease payment if the machine is replaced. This is particularly true at the point of renewal of the lease, when he has a better idea of his potential. Dolin has references for the dealer Herkes and Morkert met. Durrenberger suggested keeping the current machine for the time being, without spending any money to repair it, and hoping that it lasts until the expiration of the current JavaPlus lease – November 1, 2013. At that point, another machine could be purchased, based in part on the terms of the new lease that JavaPlus then enters into with the library, such as the rent amount and the length of lease. This was the consensus feeling of the board at this time.
The bean grinder broke down and needs replacement as well. This is a lower cost item and can be replaced in the short term.
Review of FY 2012-2013 B&A Ordinance to ensure no lines were overspent.
All lines are within budget.
Adopt Tentative FY 2013-14 Operating Budget
Motion: To adopt the Tentative FY 2013-2014 Operating Budget. Motion by Herkes. Second by Durrenberger. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.
Approval of Contract for General Liability Insurance
General Liability Insurance has more than doubled over the past five years. The Library had a claim last year for the monument sign. Jeff Volkman, the library’s insurance agent is seeking a discount and anticipates a slight reduction to the cost listed in the contract.
Motion: To approve the contract for General Liability Insurance with Indiana Insurance at a cost not to exceed $11,457.00. Motion by Herkes. Second by Coffman. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.
Approval of Contract for Annual Financial Audit
Dolin requested a review of the rate for the annual audit from Weber & Associates. Weber dropped the rate to $10,000 from $12,250 the previous two years.
Motion: To approve the annual audit contract with Weber & Associates at a cost of $10,000. Motion by Durrenberger. Second by DeBartolo. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.
Review of Bylaws
Coffman recommended the following revisions.
1) Article III: Board Members, Section 3.03: Compensation - strike the last sentence
2) Article VI: Order of Business - add Pledge of Allegiance after Roll Call.
Motion: To approve the Bylaws as amended. Motion by Oliver. Discussion of amendments of Bylaws procedure. Amending the bylaws is not an action item on the agenda. Motion withdrawn by Oliver. Tabled until the July 25, 2013 meeting.
Article X: Amendments – Clarify language. Durrenberger will review with the Library’s attorney.
Article IV: Board Representatives, Section 4.02: Building and Grounds Representative - Coffman proposed separate representatives for the Building and the Grounds to better address the condition of the grounds.
Adoption of Prevailing Wage Ordinance
Motion: To adopt ORDINANCE 13-06-27(a) PREVAILING RATE OF WAGES. Motion by Oliver. Second by Durrenberger. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.
Adoption of Ethics Ordinance
Motion: To adopt ORDINANCE 13-06-27(b) ETHICS ORDINANCE. Motion by Durrenberger. Second by Oliver. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.
Oliver suggested the library implement homebound delivery. The Library offers this service to library cardholders. When the rare request arrives at the Library, the Adult Services staff delivers items with their own cars. The service is not heavily promoted due to the Library’s limited resources.
2014 Library Holiday Closing Calendar
Motion: To accept the 2014 Library Holiday Closing Schedule. Motion by Herkes. Second by DeBartolo. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.
2014 Board Meeting Calendar
Motion: To accept the 2014 Board Meeting Calendar. Motion by Durrenberger. Second by Herkes. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.
Motion: To enter into Executive Session under Section 2C1 of the Open Meetings Act to discuss the appointment, employment, compensation, disciplinary actions, or dismissal of a specific employee at 8:32 p.m. Motion by Durrenberger. Second by DeBartolo. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.
Motion: To enter Open Session at 9:01 p.m. Motion by Durrenberger. Second by Herkes. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.
Agenda Items for July 25, 2013 Board Meeting
Purchasing Policy, Bylaws, Board Representatives, May Check Registers for General and Special Reserve Accounts, Financial Policy, Snow Street Fund, Keys for Trustees
Motion: To adjourn the Board Meeting at 9:07p.m. Motion by Herkes. Second by Coffman. Voice Vote: All – yes. Motion carried.